June 18, 2014




June 18, 2014

1. Roll Call:

Present - Mr. Peter Hofherr, Governor (by conference call)

Mr. Steve Hoven, Vice Chair of the Board (by conference call)

Ms. Beverly Miller, Chair of the Board (by conference call)

Ms. Carrie Tergin, Governor (by conference call)


Present - Mr. Clifton Smart, III, President

Mr. Caleb Doyle, Student Governor

Dr. Frank Einhellig, Provost

Mr. Thomas Peters, Dean of Library Services

Mr. Ken McClure, Vice President for Administrative and Information Services

Dr. Drew Bennett, Chancellor of the West Plains Campus (by conference call)

Mr. Steve Foucart, Chief Financial Officer

Ms. Donna Christian, Director of Internal Audit & Compliance

Mr. Ryan DeBoef, Legal Counsel

Mr. Matt Morris, Associate Vice President for Administrative and Information Services

Mr. Doug Sampson, University Architect and Director of Planning, Design, and Construction

Ms. Tina McManus, Controller

Mr. Paul Kincaid, Chief of Staff

Mr. John McAlear, Secretary of the Board

2. Presiding – Ms. Beverly Miller, Chair of the Board of Governors, called the Executive Committee conference-call meeting to order at 4:00 p.m. in Room 203 of Carrington Hall on the campus of Missouri State University in Springfield, Missouri.

3. Approval of Minutes – Ms. Miller mentioned that the first item of business was the approval of the minutes for the open meeting of May 21, 2014. Ms. Tergin so moved, receiving the second of Mr. Hoven.

Motion passed 3-0.

4. President --- President Clif Smart presented the following resolutions for the Committee’s consideration:

Approval of transfer of employment of Ryan T. DeBoef from Legal Counsel to Chief of Staff and Assistant to President for Governmental Relations (Item III.A.). This transfer is to be effective July 1, 2014.

Approval of the employment of Rachael Dockery as General Counsel of Missouri State University, effective July 1, 2014 (Item III.B.).

Approval of the employment of M. Suzanne Shaw as Vice-President for Marketing and Communications, effective July 21, 2014 (Item III.C.).

Moved and seconded, respectively, by Mr. Hoven and Ms. Tergin

Motion passed 3-0.

5. Procurement and Financial – Mr. Steve Foucart, Chief Financial Officer, presented a resolution summarizing Procurement Services’ Office activities from May 16, 2014, through June 12, 2014 (Item IV.A.). He commented that there are ten items for approval, all of which are ongoing, budgeted items. The two items which are the result of recent responses to RFPs are:

  • Recommend awarding a contract to Cavallo Bus Lines for charter bus service (primarily for athletics and the band) at an annual estimate of $350,000. Cavallo received the highest total evaluated score and was determined to be the best overall offer. They were also judged to be the most experienced of the three bidders and has the largest inventory. The original contract period will be August 1, 2014, through July 31, 2015, with four additional one-year renewal option periods possible.
  • Recommend awarding a contract to Otto Harrassowitz as the lowest and best bidder for S2 Periodicals, European Origin at an estimate of $790,000. The original contract period is July 1, 2014, through June 30, 2015, with six one-year renewal options. Harrassowitz is a leading supplier for scholarly journals.

The other eight items include:

  • Two contracts for Broadcast Services for NPR radio fees and PBS television fees to supply public radio and television programs.
  • Two contracts for the Meyer Library for scholarly books and journals.
  • Building and contents insurance through the Midwest Higher Education Compact that includes all public four-year universities in Missouri.
  • Trash removal, disposal, and recycling services.
  • Microfilming services for Taylor Health Center.
  • Lecture capture software for the West Plains Campus.

Mr. Hofherr so moved, receiving a second from Ms. Tergin.

Motion passed 3-0.

6. Facilities and Equipment --- Mr. Ken McClure, Vice President for Administrative and Information Services, first presented a resolution for the approval of bids and award of a contract for the construction of the Student Admissions and Success (Welcome) Center (Item V.A.); Wright Construction Services, Inc., low bid of $4,820,000 for the base bid plus alternates 2 and 3; total project budget established at $6,075,000. He explained that alternate 2 provides irrigation and sod and alternate 3 provides the south facing clerestory windows above the auditorium to bring outside light into the inner space. This project will be funded by the bookstore insurance settlement ($1,000,000), lead private gifts ($2,515,000), Missouri State Foundation ($2,250,000), Administrative and Information Services – Operating ($160,000), and Computer Services – Telecommunications (($150,000). President Smart explained further that it does not appear that planned matching funds from the State will occur and we have replaced this funding with private gifts. We need to start on this project now so we could have it ready for the 2015 fall semester. He added that we have had very positive conversations with a couple of donors and we hope to make an announcement later this summer. So moved by Mr. Hofherr, receiving the second of Ms. Tergin.

Motion passed 3-0.

Mr. McClure then presented a resolution (Item V.B.) for the approval of the Fourth Amendment to the Building Attachment Antenna Collocation Lease Agreement at Blair House and Plaster Sports Complex with Cingular Wireless (AT&T). He explained that AT&T notified us on January 2, 2014, that the MSU cell-site rent is excessive compared to most other sites in the area and not sustainable for the long term. Through negotiation with AT&T, a new lease rate structure has been established which will guarantee a ten-year term. This amendment is requested to extend the term of the Agreement – it will commence on July 1, 2014, and end on June 30, 2024. Although the rent through 2018 under the new agreement ($228,851.56) is less than what the University would receive under the current contract ($288,725.32) ending on July 31, 2018, the revised agreement does guarantee an additional six years of rent totaling $343,277.40. Moved by Ms. Tergin and seconded by Mr. Hoven.

Motion passed 3-0.

7. Adjournment — Ms. Miller adjourned the conference-call meeting at 4:30 p.m., on the motion of Mr. Hoven, the second of Ms. Tergin, and the unanimous vote of the committee.

John W. McAlear

Secretary of the Board